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finance139
September 3, 2021
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Can Bills and Expenses be matched?

  • September 3, 2021
  • 1 reply
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What to when?

a) a vendor sent two invoices for two separate services

b) each invoice got entered to QBO Plus as a separate Bill

c) the invoices later got paid by ACH at the vendor’s website BUT the website would only accept a SINGLE payment for both invoices combined, so

d) QBO Banking then added the single payment to the account register as an Expense. 

e) so now in QBO there are two “unpaid” bills and a corresponding single Expense that in real life paid them. WHAT SHOULD BE DONE TO RESOLVE THIS?

Best answer by Adrian_A

Thank you for the details, finance139.

 

I'm here to help you record these transactions.

 

Since the single payment (Expense) was downloaded on the Banking page, we can Find match to locate the two bills and linked them. I'll guide you with these steps:

 

  1. From the Banking tab, select either Banking or Transactions.
  2. Go to the For review tab.
  3. Select the expense transaction.
  4. Click the Find match button.
  5. Select the two bills.
  6. Click Save.

 

I've also added this article as your guide in categorizing downloaded transactions: Review downloaded bank and credit card transactions and put them in the correct accounts..

 

Feel free to get back to us here if you have other questions about managing your expense-related transactions. I've got your back!

1 reply

Adrian_A
Adrian_AAnswer
September 3, 2021

Thank you for the details, finance139.

 

I'm here to help you record these transactions.

 

Since the single payment (Expense) was downloaded on the Banking page, we can Find match to locate the two bills and linked them. I'll guide you with these steps:

 

  1. From the Banking tab, select either Banking or Transactions.
  2. Go to the For review tab.
  3. Select the expense transaction.
  4. Click the Find match button.
  5. Select the two bills.
  6. Click Save.

 

I've also added this article as your guide in categorizing downloaded transactions: Review downloaded bank and credit card transactions and put them in the correct accounts..

 

Feel free to get back to us here if you have other questions about managing your expense-related transactions. I've got your back!

A
Arif3
December 8, 2022

I discovered this back in January 2021 and reported it, and while some is part fixed, it is still possible to make a mistake for one scenario....

 

If you open an expense (either matched to a bank feed transaction or not), QuickBooks will pull up on the left all open bills and credits on the right hand side for that supplier. Great for matching outstanding bills to those bank feed transactions recorded as an expense instead of matching to a bill (either missed or bill received late)

 

Open the expense and match a bill previously recorded in a filed vat return to the open expense = works

Open the expense and match a bill in the same vat period as the expense = works

 

Open the expense and match a bill to an expense recorded in a previous vat return fails, as it creates an expense exception payment for this value on the vat return, duplicating the expense.

 

You should also note you cannot go back into the expense to amend as it will disappear, you will need to contact QuickBooks for support for a solution.

 

Test it this out in the sample company.

 

So although matching up expenses to bills seems to be an option, be very careful. If you are unsure, un-match the expense and add the payment to the bill in the correct QuickBooks method.

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